Senior Office Manager📣 Job Ad

About the Role

Abdul Latif Jameel is looking for a highly organized and proactive Senior Office Manager to join their team in Jeddah, Makkah, Saudi Arabia. This full-time role will primarily contribute to ensuring the smooth and efficient day-to-day operations of the office, providing comprehensive administrative support to the Director and other management figures.

Role Responsibilities

• Respond to the Director's inquiries, follow up on them, and delegate them to the appropriate subordinates on his behalf.
• Identify and obtain materials required for meetings from various sources, and collect and compile data for reports and statistics based on verbal instructions.
• Perform routine administrative tasks, and make necessary daily decisions to support activities and ensure the smooth flow of work and information.
• Print all confidential work for the Director, other managers, and subordinates, ensuring complete confidentiality is maintained.
• Maintain and control sensitive or highly confidential files, data, correspondence, and reports, restricting access to authorized personnel only.
• Receive and record sensitive files, confidential correspondence, and reports from senior management, colleagues, and external sources.
• Draft or send responses to routine inquiries, and draft responses to non-routine inquiries, following the instructions of the direct supervisor.
• Coordinate the Director's daily activities, including managing daily schedules, meeting reminders, and other appointments.
• Make travel and hotel arrangements and others for meetings and visits, including booking tickets and transportation.
• Sort and prioritize all correspondence and reports, determine the urgency of responses, and refer items requiring immediate personal attention, while referring necessary items to other subordinates and following up on responses.
• Coordinate, create, and prepare reports for the General Manager.
• Exercise initiative and work independently by making inquiries and preparing routine correspondence or responding to inquiries.
• Follow up on transactions with other relevant departments or divisions within the company.
• Create and maintain effective filing and retrieval systems, whether paper-based or electronic.

Qualifications and Requirements

• Proven experience of at least 3 years in a similar office management position.
• Exposure to a multinational corporate work environment is essential.
• Holds a Bachelor's degree in Management or a related field.
• Ability to prioritize and set a course of action to effectively handle multiple tasks.
• Demonstrate tact and discretion in preparing, disclosing, and handling information.

Required Skills

• Effective communication skills in both English and Arabic, enabling interaction with individuals at all levels within and outside the organization.
• Strong self-correspondence abilities.

Additional Details

The incumbent holds the position of Senior Office Manager on a full-time basis in Jeddah, Makkah, Saudi Arabia. The role requires 2-5 years of experience in a similar position.